What You Need to Know!

General Information

ð West Chester University has migrated from the locally implemented PeopleSoft Financial system to the State System of Higher Education SAP shared administrative system.  The cutover occurred on November 27,2006.

Managing Your Budget

ð The "Web Reports" generated by the PeopleSoft Finance system that you previously utilized to track your financial activity ceased being refreshed when we cutover to SAP on November 27, 2006.  These reports will continue to be available to you but will ONLY contain data generated prior to November 17, 2006.   To view your financial activity for the first 5 months of Fiscal Year 2007 you will utilize the "Web Reports".

ðChargebacks - The following services are charged back to your department on a monthly basis: Postage, Bulk Mail, Printing & Graphics, Pagers, Telephone charges, Facilities Project Workforce, Instructional Media, and Central Stores orders.  It is your responsibility to review this information in a timely fashion to ensure the charges are complete and accurate. Erroneous charges (incorrect department, disputed charges, etc…) should be identified immediately and corrections requested by contacting Finance and Business Services

Requisitioning Goods and Services

ð West Chester University is in the process of converting from a paper requisitioning process (PDR form) to an electronic requisitioning process within the SAP financial system. Electronic requisitioning provides increased efficiencies, cost savings, reduced processing times, and greater campus access to procurement data. In order to effectively manage this transition, this new functionality is being rolled out to the campus in a phased approach where the various organizational units, broken down by vice presidential area, will be offered access and training in a structured format. By performing the migration is segments, we will be able to evaluate and “fine tune” the training to meet the diverse needs of the various campus constituencies. Our goal is to complete the conversion (all requisitions in electronic format) during the spring semester of 2008.

ð Purchase Orders that fail the budget checking process (Availability Control) can not be overridden in SAP.  Before a requisition or purchase order can proceed through the system, a viable source of funds must be determined.

ð In conjunction with this electronic requisitioning roll-out, we are offering a new procedure and form for requests for payment . These forms are utilized for conference registrations (where P-Card is not accepted), reimbursements to employees (excluding travel), subscriptions, stipends, license fees (non-software), memberships, and honorariums.